Dental Coordinator

Dental Coordinator The Dental Coordinator supports the effective operation of the Dental Department through administrative coordination, front desk support, and non-clinical dental care coordination. Responsibilities include maintaining provider schedules and departmental procedures, supporting clerical staff, coordinating patient outreach and referrals, managing dental prior authorizations and benefit limit exceptions, and assisting with departmental reporting and improvement projects. The Coordinator helps ensure that administrative processes are completed, patient care needs are followed up on, and communication across departments and outside providers is maintained. This is a full-time position. Dental Administrative Coordination Manage provider schedules, including loading, maintaining, and updating provider templates in the electronic health record (EHR). Assist in creating, reviewing, and maintaining dental forms, workflows, and standard operating procedures. Manage incoming and outgoing departmental mail and correspondence, including sorting, reviewing, distributing, and securely disposing of documents as appropriate. Front Desk Operations and Staff Support Coordinate patient outreach, including appointment reminder calls and follow-up with patients who miss appointments. Reconcile daily patient collections and process payment voids, corrections, and other transactions in accordance with established procedures. Investigate and assist with resolving patient questions and discrepancies related to account balances and payments, coordinating with Billing or Finance as needed. Provide front-desk assistance during periods of high volume and staffing shortages, including answering phones, performing pre-visit checks, and supporting other clerical functions. Monitor and coordinate clerical productivity and quality metrics; identify recurring issues and coordinate follow-up and process improvement. Train clerical assistants on established workflows, procedures, and departmental systems. Dental Care Coordination and Referral Management Prepare, submit, and track benefit limit exception (BLE) requests and dental prior authorizations, including monitoring status and coordinating follow-up. Track outstanding dental treatment needs and coordinate patient outreach and follow-up to support completion of recommended care. Coordinate dental referrals, including processing referrals, communicating with specialty offices, tracking referral status, assisting with appointment coordination, obtaining consultation records, and following up on outstanding referrals. Coordinate patient care across departments to support continuity of care and communication among the dental team, other departments, and outside providers. Assist patients in navigating dental services, understanding next steps in the care process, and connecting with appropriate resources. Identify barriers to completing recommended care and coordinate follow-up or escalation to the appropriate staff. Departmental Reporting, Quality Improvement, and Projects Prepare, maintain, and assist with analysis of dental department reports and operational tracking data. Participate in departmental quality assurance and quality improvement initiatives, risk management activities, and other operational improvement projects. Coordinate assigned departmental projects, including tracking tasks, deadlines, and follow-up. Participate in departmental and interdepartmental meetings and assist with implementing resulting action items. Collaborate with other departments to support effective workflows, communication, and coordination of services. General Responsibilities Maintain confidentiality and comply with organizational policies, procedures, and applicable privacy requirements. Perform other duties as assigned in support of dental department operations and organizational goals. Competencies Self-directed, reliable, and motivated, with demonstrated initiative and follow-through. Exceptional organizational skills and attention to detail, with the ability to manage multiple responsibilities, prioritize competing demands, and meet deadlines. Strong learning ability, including the capacity to quickly understand new systems, processes, policies, and technical information. Strong problem-solving and critical-thinking skills, including the ability to identify discrepancies, investigate issues, recognize workflow problems, and determine when to seek guidance or escalate concerns. Effective verbal and written communication skills; able to communicate clearly, professionally, and compassionately with patients, staff, and external contacts, and to explain information in clear, accessible language to individuals with varying levels of health literacy. Ability to work independently, exercise sound judgment within established guidelines, and collaborate effectively with colleagues across departments. Demonstrated cultural humility and cross-cultural sensitivity, required. Serves all patients in a Christ-like manner, with respect, humility, love, and self-control. Knowledge, Skills, and Qualifications High school diploma or GED required. Dental or medical experience preferred; not required. Bilingual in English and Spanish, with the ability to communicate effectively, both verbally and in writing, with patients, staff, and external contacts in both languages. Proficiency with computers and the ability to learn electronic health records, office applications, databases, and other software systems. Familiarity with spreadsheets and data tracking is desirable. Ability to maintain accurate records, follow established procedures, and handle confidential information appropriately. Ability to learn, apply, and reinforce established workflows and procedures when providing guidance and training to clerical staff. Commitment to patient-centered service, teamwork, and the mission and values of Esperanza Health Center.